Company Training Course

1. Company Training Course Session 14: Emergency Planning – Part 2

2. Contents 1 • Background • Objectives • Emergency Planning (rationale, and basic aims of an emergency plan) • Elaboration of an Emergency Plan • Basic elements of an Emergency Plan • Group exercise on emergency planning • Topics for discussion 2 3 4 5 6 7

3. Background 1 • An emergency plan can vary largely according to the hazards and risks a community is exposed to • A well conceived plan is concise, structured and includes sufficient details to allow a rapid access to the crucial required information • It also includes the types of scenarios on which the response systems are based. • Although each emergency/disaster is unique, they all have common elements 2 3 4 5 6 7

4. Objectives 1 • To provide participants with an understanding of the necessary steps for the elaboration of an Emergency Plan • To provide participants with an understanding of the basic elements of an Integrated Emergency Plan developed through a multi-stakeholder approach using the APELL Process 2 3 4 5 6 7

5. Emergency Planning 1 • Planning is essential for any successful operation, especially an emergency one • A carefully prepared emergency plan is vital for any operation that handles hazardous chemicals • The lack of an emergency plan can lead to severe losses such as multiple casualties and possible financial collapse of an organization, even from a single accident. 2 3 4 5 6 7

6. Emergency Planning - rationale • Planning can reduce the initial stage of confusion, and even the impacts of an emergency by preventing fatalities and injuries, and reducing damage to property and the environment • For any emergency response to work well, it is vital that all operators, managers and other relevant stakeholders have access to written procedures on what to do, and have had the opportunity to test them; • Emergency planning allows for discovering unrecognized hazardous conditions that would aggravate an emergency situation. The planning process may bring to light deficiencies, such as the lack of resources (equipment, trained personnel, supplies), or items that can be rectified before an emergency occurs; • Emergency planning promotes safety awareness and shows the organization's commitment to the safety of workers and community 1 2 3 4 5 6 7

7. Emergency Planning - Aims 1 • The main aims of emergency planning are: • to assure that all relevant stakeholders know what do in the case of an accident; • to enable a swift and effective response to be made to contain or minimize the effects of an accident; • to restore normality as soon as possible. 2 3 4 5 6 7

8. Do you know… 1 • …of the existence and contents of local/regional emergency plans? • …the contents of your company’s emergency plan? • …if your company’s emergency plan is articulated with the relevant authorities? • …if emergency plans or procedures are regularly tested in your company? 2 3 4 5 6 7

9. Elaboration of an Emergency Plan • An emergency plan can vary largely according to the hazards and risks workers and communities are exposed to • A well conceived plan is concise, structured and includes sufficient details to allow a rapid access to the crucial required information • It also includes the types of scenarios on which the response systems are based. • Although each emergency is unique, they all have common elements. There are several kinds of emergency plans, for example: • those prepared by industries, the so called on-site emergency plans; • those prepared by a community or the authorities, the external emergency plans or off-site 1 2 3 4 5 6 7

10. Elaboration of an Emergency Plan • Emergency Plans should be: • draw up in consultation with all those directly involved in its implementation both on and off the site; • as simple as possible and easy to use; • complete in itself and should not entail reference to a number of other documents; • valid 24 hours a day, every day, and flexible enough to be applicable to any emergency that may arise; • structured to allow for the response to be stepped up in the event of escalating circumstances; • known and understood by everybody involved; • regularly tested and amended in the light of experience. 1 2 3 4 5 6 7

11. Elaboration of an Emergency Plan • Steps for the elaboration of an Emergency Plan • Organization and first stage • Risk Assessment • Inventory of the means • Operational tools • Alarm and information of the population • Creation of an emergency structure • Maintenance of the emergency plan, exercise, trainings 1 2 3 4 5 6 7

12. Basic elements of an Emergency Plan • The following list suggests items which might usefully be documented in a emergency plan • Not everything listed here would necessarily be included or, alternatively, different things may be required in some cases. • The order is also not very important • The list has been compiled from a number of sources and is intended as an aid; it should be applied flexibly. 1 2 3 4 5 6 7

13. Basic elements of an Emergency Plan • Purpose/objectives/scope • Under this item, state the objectives of the plan, when the plan is to be used and by whom, define emergencies and emergency scenarios covered. • Refer to any other elements included in the document • Include the date of the plan and frequency of updates • Plant/area risk evaluation and emergency scenarios • Identify the types and locations of hazards that workers and the community can face • Identify zones of impact and number of people at risk, and classify severity of impact in accordance with the level of emergency response that will be needed. • The quantity, location, and properties (MSDS sheets) of hazardous chemicals should be included under this item 1 2 3 4 5 6 7

14. Include also the location of isolation valves, special fire fighting procedures (if any), and special handling requirements • Regarding neighboring communities and nearby industrial plants, make sure to include information on properties of hazardous materials at nearby plants, nearby residence and population centre, contacts at other sites, and established procedures for notification of chemical releases at other sites in the area • Emergency organization • Identify the participants and describe the role of each • Identify by title the person in charge of the emergency response • Define the relationships among key participants including who takes the lead for which actions, describe organizations outside the community that could be called upon for additional assistance, define the authority/responsibility interfaces between government and industry • Identify designated persons in charge/alternates, functions of each key individual and group telephone numbers (office and home) for key people/alternates 1 2 3 4 5 6 7

15. Notification Procedures and Communication Systems • Identify 24-hour notification means to first responders (e.g. telephone) and officials • Describe communications systems and redundancy, describe the mutually agreed format and content for initial notification message, describe resources for emergency responders to call for additional assistance, describe resources and formats for notifying the public, describe how the organization will ensure that the public understands and responds to the signals • Emergency Equipment and Facilities/Resources • Identify command posts for response groups, describe available facilities, list the available emergency response equipment, describe hazardous material monitoring equipment available, list protective equipment available, and written agreements for mutual aid. • List fire fighting equipment, emergency medical supplies, toxic gas detectors (where needed), wind direction/speed indicators, self-contained breathing apparatus, protective clothing, containment capabilities, and other on-site equipment (to be specified according to local conditions) 1 2 3 4 5 6 7

16. Emergency scenarios and emergency response procedures • Identify who can authorize evacuation or sheltering, describe the procedure to be used to determine if protective actions are required, identify responsible groups and resources for evacuation, describe arrangements for special facilities (e.g. schools) and for reception centres/shelters for evacuees, describe the method to determine when protective actions are no longer needed. • Identify communication procedures, medical procedures (include handling of multiple injuries), special procedures for toxic gas releases (chlorine, etc.), natural disaster procedures, utility failure procedures, individual unit emergency procedures, sabotage threat procedures, etc. • Procedure for returning to normal operations • Identify the person(s) responsible for determining that the emergency is over and for authorizing re-entry, describe methods to ensure that un-authorized entry will not occur, describe the method to be used to determine that the emergency is over, describe procedures to be used to return to normal conditions, describe methods to continue monitoring an affected area, and for investigating/documenting the emergency and evaluating response. 1 2 3 4 5 6 7

17. identify here interface and lines of communication with off-site officials on procedures for returning to normal operations. • Training and Drills • Identify the key participants who must be trained and how this should be undertaken, describe annual training programmes • Describe the exercises schedule • Describe training for using protective equipment • Describe how the plan is tested periodically • Describe frequency and extent of public notification tests and evaluation of its effectiveness, describe the frequency and extent of training and update briefings on hazardous materials for first responders. • Consider training for improved knowledge of chemicals (properties, toxicity, etc.), on procedures for reporting emergencies, on alarm systems, on location and use of fire fighting equipment, on use of protective equipment (respirators, breathing air, clothing, etc.), on decontamination procedures for protective clothing and equipment, and on evacuation procedures • Make sure to consider frequent, documented simulated emergencies 1 2 3 4 5 6 7

18. Regular tests of emergency organization and procedures • Under this item, consider provisions for simulated emergency procedures, frequent tests of fire fighting equipment, evacuation practice, and on-going emergency preparedness committee • Plan maintenance and updates • Under this item, identify who is(are) responsible for maintaining an updated plan • Describe the method for annual review and revision • Describe the method for incorporating lessons learned from exercises and tests into the plan. • Plan maintenance should be annual or more frequent if needed, and reflect results of drills and tests • Detailed operating manuals • Under this item, if applicable, describe start-up/shut-down emergency procedures, analysis of potential incidents, and specific emergency response and action to be taken 1 2 3 4 5 6 7

19. Public information and education • Under this item, identify the principal spokesperson for each key group who will communicate with the media and the public during the emergency • Describe the method for disseminating information to the media and the public • Describe the public education and community awareness programme to be conducted periodically in order to ensure that the public fully understands how to respond to an emergency situation. 1 2 3 4 5 6 7

20. Group exercise – emergency planning 1 • Objectives: • To make participants familiar with the APELL process for integrated emergency planning • To go through the proposed group assignments and prepare a final one-page summary with answers to be presented and discussed at the end of the group exercise 2 3 4 5 6 7

21. Refer to the scenario of Apellastics. Which partners are important here? List each partner, and give reasons • Indicate who can most effectively start a Coordinating Group? How? • How could information on risks from the plastics factory installation best be provided to the local community: • by industry? • by local government? • How can/should information on emergency preparedness planning (or emergency measures) be included in this information? • Who from Apellastics should respond to questions from the local community about hazards? Sketch out a public query arrangement that should be in place. • Where can a member of the public find information about: • the chemicals used in the processes in the factory? • the factory operations which are the most hazardous? • the consequences of an accident? 1 2 3 4 5 6 7

22. We know from the MSDS that TDI reacts violently with water. What recommendations do you have for combating: • a spill? • a small fire of TDI? • Can water be used in any way? • What first aid measures are appropriate for a worker who has TDI splashed in his face? • Assume you are a resident close to the factory. You are at home, and you have heard that there has been a spill of five tonnes of toxic chemicals, including TDI, nearby. What do you do? • As the plant manager, through what means would you inform the employees of the factory about what to do in case of a TDI spill? • What devices and aids would you need at the plant which can facilitate the response to a spill? 1 2 3 4 5 6 7

23. What information about what risks would you disseminate among the local community to prepare them for, and make them aware of, a possible accident? • What means would you use to disseminate this information among the local community? • How do you prepare an emergency preparedness plan for “Apellastics”? List the main items and information that should be included in an emergency plan for “Apellastics” 1 2 3 4 5 6 7

24. Topics for discussion… • Hindrances and opportunities for the successful elaboration and implementation of emergency plans at site • Key factors of success for implementation of off-site integrated emergency plans through the APELL process 1 2 3 4 5 6 7

25. Contacts